The Zone: Manager Access uGuide · 2016. 4. 13. · Confidential information. For internal use...

Confidential information. For internal use only. 4/13/2016 Page 1

The Zone: Manager Access uGuide

Overview

The Zone is our self-serve portal. Data entered into The Zone changes our core system of record called Infinium. Infinium then feeds other systems, like payroll, Kronos, and Mapics.

Introduction

The Zone gives managers access to employee real-time data. The Zone allows managers to initiate and/or approve change requests. Update Email Address .................................................... 1 Alternate Approver .......................................................... 1 For My Approval .............................................................. 2 Document Tracking ......................................................... 2 Employee Time Off ......................................................... 2 View PTO Calendar/Report ............................................. 3 Employee Information ..................................................... 3 Employee History ............................................................ 4 Transfer ........................................................................... 4 Promotion/Demotion ....................................................... 5 Salary Change................................................................. 5 Termination ..................................................................... 6 Employment Action ......................................................... 6 Position Requisition (existing position) ........................... 6 Position Requisition (new position) ................................. 7 Register for Training ........................................................ 8 View My Training ............................................................. 8 View Employee Training ................................................. 8

Confidentiality

It is critical that the confidentiality of all employee data is maintained. The data accessed in The Zone is to be used for business purposes only.

Instructions: Update Email Address

The Zone will send an email to the email address entered into your profile.

Under the Personal Menu, choose Address

Add your work email in the Personal Email Address

line (and confirm it)

Then let the system update overnight. It will recognize your email is a work email and pull it into the Goodman email address line.

After the system updates, you can go back in and

add your personal email if you choose

Instructions: Alternate Approver

Under the In Box Menu, select Alternate Approvers

To add a new approver, click the icon

Enter the start date and end date for the alternate

approver. These are the dates when you are

unavailable to approve workflow documents

TIP: DO NOT use ‘Skip Me’. This option should

remain as a ‘No’; otherwise, your transactions will be

auto approved and go to no one for review.

Choose the name of the alternate approver

Check the type of documents to go to that alternate

approver

Click the icon to submit


Alternate approver is now set up

TIP: To select multiple document types for a given

alternate approver, hold the Ctrl button while you

select the document types.

TIP: When selecting multiple alternate approvers,

approvers must be responsible for different

documents types for the same period of time or

overlapping periods.

Instructions: For My Approval

Under the In Box Menu, choose For My Approval

To approve, check the box beside the appropriate

request and click the Approve button

To view the request details, click on the link

Instructions: Document Tracking

Under the Manager menu, choose Document Tracking

To track a transfer, promotion, demotion, salary

change, or termination, enter the employee name

and a date range of when it was submitted

Check the box next to Check to Show Completed

Documents

Check the appropriate Document type

Once the data has been entered, click the to

continue

The results of the search based on the criteria you

selected will be produced

Click on the particular transaction you wish to view.

This will provide you the document workflow – who

received it, who approved it and when (date and

time)

Completed transactions will have the final step

stating complete

If you wish to view the actual details of the

transaction, click on view document

Instructions: Employee Time Off

To request time off on behalf of your employee

Under the Manager menu, choose Employee Time Off

Choose the Filter and/or Depth as appropriate


TIP: Use the Filter to limit the list to names that

contain the selected text. Use the Select By

categories to further refine your selection and to

select the depth of the reporting level. To select

direct reports only, use a depth of 1.

To create a request, check the box next to the

employee’s name and click the icon

Enter both the From Date and To Date, the number of Hours Absent Per Day, and choose the appropriate Absence Code

Click the icon above to calculate the total number

of requested days off, and then click the icon to submit

TIP: If your request goes across more than one work

week, you MUST complete a request for each

separate work week. - Failure to do so will result

in time off being applied to non-work days.

TIP: To cancel an approved request, contact

[email protected].

Instructions: View PTO Calendar/Report

Check the box(es) for one or more employees

whose time-off information you want to view

TIP: To select all employees in the list, click the

icon above.

TIP: To display detailed time-off information for the

employees in the list, click the icon above or the

plus sign to the left of each employee who has

detailed time-off information.

Click View PTO Calendar to display the current

month of the calendar for the selected employees

Click View PTO Report to list all paid time off entries

for the selected employees

Instructions: Employee Information

Under Manager menu, choose Employee

Information







To view your employee information. Click the

hyperlink to view the associated details

mailto:[email protected]


Instructions: Employee History

Under Manager menu, choose Employee History







Check one or more transactions for the employee for

whom you want to display history, and click on the

employee name

To limit the selection to a specific date range, enter

the From Date and To Date

Or leave the date range information blank to display

all available history for the selected transactions

Instructions: Transfer

IMPORTANT: If you DO NOT have a position code to move this employee to, contact your HR Business Partner for assistance FIRST

Under the Manager Menu, choose Employee

Changes







Check TR for Transfer beside the name of the

employee for whom you want to transfer

Click the icon to continue

Enter the Transfer Effective Date, Reason for

Transfer, and then click the

In the Position - Title search box, search by the

position title name (instead of the code) then find

your position code in the search results


Click the icon to submit the transaction

Instructions: Promotion/Demotion

IMPORTANT: If you DO NOT have a position code to move this employee to, contact your HR Business Partner for assistance.


Changes







Check PR for Promotion or DM for Demotion beside

the name of the employee for whom you want to

promote/demote


Enter the Promotion/Demotion Effective Date, and

then click the

In the Position - Title search box, search by the

position title name (instead of the code) then find

your positon code in the search results


Instructions: Salary Change


Changes







Check SC for Salary Change beside the name of the

employee for whom you want to have a salary

change

Enter the Salary Change Effective Date, Reason for

Salary Change, and the New Base Pay

TIP: For Hourly employee pay changes, the effective

date MUST be the start of the pay period week

(typically Sunday).

TIP: For Salaried employee pay changes, the

effective date MUST be the 1st or the 16th of the

month.

TIP: If you are changing the pay type, i.e. hourly to

salary, you MUST first submit a transaction to

change their title/position code to the new job

warranting the pay change and wait for approval

before making the pay type change.

If changing from Hourly to Salary or vice versa, enter

New Base Pay Frequency (Hourly or Semimonthly),

new Standard Hours (40 or 86.67), Scheduled Pay

Periods (52 or 24), Pay Frequency (Weekly or

Semimonthly), and Pay Type (Hourly or Salary)



Instructions: Termination


Changes







Check TE for Termination beside the name of the

employee for whom you want to terminate

Enter the Employment End Date, Reason for

Leaving, Eligibility for Re-Employment, and the Last

Day Worked

TIP: Employees will remain in your view until the

selected Employment End Date is effective.

TIP: HOURLY termed employees will remain in your

KRONOS access for 3 weeks following the

termination date.


Instructions: Employment Action

Please work with your HR Business Partner when conducting an Employment Action.


Changes







Check EA for Employment Action beside the name

of the employee for whom you want to create an

employment action

Enter the Effective Date, select the Employment

Action, and Select the Category

Attach appropriate documentation to support the

Employment Action


Instructions: Position Requisition (For an existing Position Code)

IMPORTANT: If you are replacing an existing position, you must have a position code first.

Under the Manager Menu, choose Position Code

Look Up

Click OK to open with Microsoft Excel

Click Read Only (if prompted for a password)


Click Enable Content (if asked)

Enter Manager ID, select appropriate company number, and click the Retrieve Data button

Find the position code with the correct attributes, such as location, division, department, job code, etc.

Write down the six digit position code found in column B

Under the Manager Menu, choose Position Requisition

Search and select the correct position code found with the Position Code Look Up Tool


Complete additional required fields TIP: For Replacement Name, please enter the name of the previous employee.

Click Browse to add the Job Description. Once you have selected the file then click Add to attached the Job Description to the requisition.


Instructions: Position Requisition (For a new Position Code)

IMPORTANT: If you are requesting a new position, follow these instructions.

Under the Manager Menu, choose Position Requisition

Click the icon to create a new position


Enter the Date Requested, Position Title, Date Needed, Skills Required, Reason for Requisition (include Job Code, Department, Hiring Manager, Location, etc), Indicate if it is an Addition to Staff or Replacement, Enter the Replacement Name, and Proposed Salary

Click Browse to add the Job Description. Once you have selected the file then click Add to attached the Job Description to the requisition.


Instructions: View My Training

Under the Training Menu, choose My Training

Instructions: View Employee Training


Training



contain the selected text. Use the Select By reports

only, use a depth of 1.

Click on the employee’s name to view his/her

training records

Frequently Asked Question (FAQ)

Q. What is the difference between the Comment box and the Workflow Comment box? A. Comment Box is the shorter, smaller box. Anything noted in this box will be captured in the core HR System. Workflow Comments are to provide information to approvers about the transaction. It is used when rejecting a transaction, to explain why. And including initials with your comment is helpful.

Q. What do I do if the transaction detail is incorrect? A. If you wish to see a change to the request, you must reject the transaction (making a comment). This returns the request to the initiating manager. The initiating manager then opens the original request, modifies it, and resubmits the request.


Q. How do I submit a Performance Review? A. Please refer to the Goal Evaluation uGuide. Q. Are there reminders for approvers to approve a transaction? A. After three days, the approver will be sent a reminder.

The Zone: Manager Access uGuide · 2016. 4. 13. · Confidential information. For internal use...

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